Date: Tuesday, January 27. 2015

Start Time: The meeting was called to order at 7:09 pm

End Time:

Location: Mountain View Academy Middle School Classroom

Attendees:

Agenda Items

• Call Meeting to Order.
• Schedule next meeting
  • The next board meeting date was set for February 24, 2015 at 7:00 pm at Mtn View Academy.
• Adoption of Agenda
  • Laurie Cardwell requested Sub Days be added to the agenda.
• Approval of Minutes
  • No comments were received.  The minutes were adopted as submitted for the December 16, 2014 Board meeting.
• Approve summer curriculum days for teachers,

  proposal attached.

  • More Info  The proposal suggested allowing each grade level to have an interactive social studies/science plan for learning which would commit 5 hours by 8 teachers at 20.00 per hour for a total commitment of $800.00  The second proposal brings forward Shurley English training for all grades for a commitment of $800.00.  Lastly, a MAP In-Service training was suggested for all grades for 8 hours by 8 teachers at $20 per hour for a total commitment of 1,280, plus $4,500 for the MAP training by the company.  Ms. Cardwell said this would help show students’ progress across the year regardless of grade level which would empower teachers within their teaching curriculum.  Historically, MVA has performed well within the traditional math/science OAKS testing which has been used.  Beau Garner confirmed this proposal is a substantial fiscal increase from the previous years’ summer commitment.  He said #1 and 2 would match the budgeted commitment, with #3 being a one time increase and 1,500 per year thereafter.  Jake Plahn suggested a more formalized budget for #3 be submitted before formal approval being given by the Board.
    • Erica Richardson moved to accept the proposal and associated funding of $1,600 for summer curriculum #1 and #2.  Proposal #3 will be added to the agenda for a subsequent meeting at which time a more specific budget will be presented for approval.  Julie Valencia seconded the motion.
• Approve addition of 6th grade teacher and modular based on current enrollment data.
  • Laurie Cardwell provided a MVA projected growth handout outlining growth for the 2015-2017 academic years.  Current enrollment is at 91 students. Ms. Cardwell is optimistic about meeting the additional added students projected.  At these projected figures MVA will be one class space short to accommodate enrollment.  A sixth grade class and a 6th grade teacher will need to be added based on these projections.   Laurie Cardwell is seeking approval to add a 6th grade teacher and a modular to accommodate the projections.  Jake Plahn suggested the Board wait until the budget cycle to approve another 6th grade hire.  The Board reviewed Mr. Hanline’s previous proposal reviewed at the December in which a preliminary verbal estimate of $15k was provided for a single modular.  Ms. Cardwell shared an email with the Board in which she requested a lease price for the modular from Mr. Hanline.  He responded that he has provided the information from the vendor, I cannot give MVA more information until MVA gives him the specific size and details. Mr. Hanline expressed concern due to his perceived delay in approval. He said the option of MVA leasing the buildings from a vendor may be the best option due to the bid process.  Julie Valencia shared that Mr. Hanline stated at the Lowell Board meeting a modular did not meet Lowell School District’s master plan as Lowell School District is now considering obtaining a bond.  Jessica Justman offered to pursue researching estimates for a used facility; Laurie Cardwell will provide Board Member Justman the details required.  Per Jake Plahn a meeting will be set up with Walt Hanline, Julie Valencia, and Laurie Cardwell to discuss the issue further.  Beau Garner asked the Board consider options to use the current space more effectively rather than move toward a modular.  The Board discussed options for using the current space.
• Approve teacher request: Kirsten requests tablets.
  • Laurie Cardwell shared Kirsten Cardwell requested 15 tablets for for her kindergarten class at $54.99 each, with an additional cost of $600 to enable connectivity.   Laurie Cardwell said that the internet connectivity addition to that area would be of value to more than this classroom.  Julie Valencia asked if the parameters around the use of the activity fee could be interpreted for this kind of need.  President Plahn advised he does not believe that is an appropriate use of that funding source based on his understanding of the State of Oregon rules.  Laurie Cardwell suggested the 10k donation recently received could be used to fund this proposal.  Jake Plahn noted that donation puts MVA $5k over the projected donation amount.  Laurie Cardwell will provide the Board projected expenditures for the remaining FY14-15.  President Plahn suggested the Board complete a budget review at the next meeting with MVA’s accountant prior to the board making a decision.  The issue was tabled until the February 24, 2015 meeting.
• Dec. Budget
  • Ms. Cardwell reviewed the MVA Profit and Loss Statement with the Board.   Board Member Erica Richardson asked if MVA had looked into using a printer service to save funds rather than using only MVA equipment.  Laurie Cardwell said that issue has not been looked into, but she would review that option.  Ms. Cardwell noted that summer packets could be funded out of the activity fee; after review of the policy, President Plahn agreed.
• Propose an idea for a teacher perk
  • Vice President Valencia asked if there is a way to offer to the teachers that have their students attending MVA, some sort of incentive, for example a staff rate activity fee?  President Plahn suggested an attorney review that suggestion prior to implementation, however he suggested that a teacher could be provided a bonus for enrolling their child in MVA to support community based education.  Erica Richardson brought up only providing an incentive to teachers with children vs. teachers who have no children as a concern.  Vice President Valencia said she would like to see action taken toward teacher retention and asked the Board to consider this and other option throughout the year.
• Progress on enrollment/marketing and next steps
  • Board Member Justman reported she passed out fliers for enrollment. She said MVA is participating in the alternative education fair will be held on January 31st, 2015.  Ms. Justman asked the Board to prioritize marketing and the value of coming up with a strategic marketing plan.  Board member Garner agreed that a strategic plan or direction would be a valuable outline for MVA to follow.  Ms. Justman offered to provide the Board a drafted plan for their review and discussion.  Julie Valencia thanked and commended Board Member Justman for the GoogleDocs project.
  • Board Member Justman asked for clarification on a student enrolling in the current AY year, when another student had already been projected to fill a spot in the subsequent year.  President Plahn clarified that the current student has preference over the incoming student.
    • Erica Richardson moved that Jessica Justman lead the market plan development. Jake Plahn seconded the motion. The motion was discussed with Beau Garner clarifying leading the marketing plan does not include committing funds to the project. Motion passed unanimously.
• Discuss creating a PTA.
  • Jessica Justman spoke to the Board regarding volunteer recruitment and suggested a PTA forum could be helpful to MVA as they continue to pursue marketing and fundraising.  Vice President Valencia added that she felt a classroom parent working hand in hand with each teacher would be helpful.  Erica Justman asked regarding the formalities of a PTA organization and whether it is a formal organization.  Laurie Cardwell said access to the school may be an issue. Erica Richardson said currently trying to ascertain where volunteers are needed, or what a parent can be helpful with is difficult.  VP Valencia added the school website is under-utilized and could be used for items such as this if a facilitator was identified.  Laurie Cardwell suggested at a staff meeting, teachers could create a list of needs which could be shared. Beau Garner added MVA has a good base of volunteers that are committed to assisting, but an organizational structure or forum is needed.  Board Member Justman reminded the Board that Administrative Assistant Kelly is responsible for scheduling and coordinating volunteers.  Beau Garner suggested distributing a flyer of ways to get involved with MVA to include a mention of the PTA with a contact of Erica Richardson for more information.  Laurie Cardwell will contact teachers about volunteer needs as well as create the flyer. The Board will revisit the topic at the February Board meeting.
• Address public notice for your meetings. Records retention compliance and knowledge transfer
  • Board Minute Recorder Sprague reviewed the requirements for posting the agenda publically and records
    • Vice President Valencia agreed to link a Board meeting notice and agenda on facebook prior to each meeting.
    • Sub-Days (added agenda items)
      • Amy has ended up with Jury Duty which affects the amount of sub days.  Laurie Cardwell advised the MVA bookkeeper said she would move forward as the Board directed.  The Board was supportive of the teacher and discussed options to accommodate jury duty and leave time outside available balances.  Laurie Cardwell will check with peer institutions to ascertain their policies around issues like this.  Jessica Justman confirmed the issue must be resolved prior to the February pay period.
• Administrator’s Report
  • Laurie Cardwell shared a note from Rommells, thanking the school, administrators and teaching staff for their hard work on the recent play  and enclosing a $10,000.00 donation check.  She reported MVA has successfully started their marketing campaign and Lowell bus services have started as well.  Ms. Cardwell said the electronics drive is a great success and new computers have arrived and are being used for mathematics kinders.  Quartney Nydam is our new custodian. A new batch of electives started in January including woodworking, newspaper and quilting among others.  She shared an OMSI field trip will occur on Friday including a submarine tour.  A course has been ordered on managing student records put on by a law firm for Laurie Cardwell and Kelly Harris to take.  Dibels testing is being worked on. Jessica  is taking a graduate course on autism.  Current enrollment is 90 with 4 students being lost over the break and 2 being gained.  Beau Garner asked regarding an exit interview on departing students.  Laurie Cardwell said she had been in contact with departing families. Julie Valencia suggested sending a self addressed stamped envelope with a questionnaire for families to return
    • President Jake Plahn moved to accept the 10k donation from Dave Rommel into the donation fund in the budget, Beau Garner seconded the motion, the motion passed unanimously.
  • Julie Valencia clarified that due to MVA not having an enrollment window open currently, any applications or students obtained from Board Member Justman’s marketing work will need to be held for processing until the next open enrollment window has begun.    The Board discussed options for insuring all interested students are able to enroll and President Plahn reviewed the requirements for an enrollment window.
    • Julie Valencia moved to begin an enrollment window from January 31, 2015 to February 12, 2015 with identical content, format  and capacity as the previous enrollment window. Jessica Justman seconded the motion.  The motion passed unanimously.

    • Erica Richardson announced that Green Valley Archers has moved more locally and could be considered for a field trip.  Laurie Cardwell said she is aware and will keep options open.
• Adjourn
  • With no further business the meeting was adjourned by President Plahn at 9:09 pm.